Executive Assistant - Stern Partners

Thinkingbox; Vancouver; On-site; CAD 65,000 - 75,000; Full time

Job summary

A leading company in Vancouver is seeking an organized and professional Executive Assistant to support the Founder and President. This dynamic role involves managing schedules, coordinating travel, and providing comprehensive administrative support in a fast-paced environment.

Qualifications

• 5+ years of executive support experience, ideally supporting C-level leadership.
• Exceptional organizational and time management skills.
• High level of discretion, professionalism, and judgment.

Responsibilities

• Manage the President’s schedule and coordinate travel arrangements.
• Handle communication tasks, emails, and personal assistance.
• Provide general administrative and operational support.

Skills

Organizational skills

Communication

Time management

Discretion

Judgment

Tools

Microsoft Office Suite

Job description

About Stern Partners

Stern Partners is a Vancouver-based investment firm with a diverse portfolio of operating companies across a wide range of industries. Stern Partners is built on long-term relationships, operational excellence, and a commitment to integrity and performance.

The Opportunity

We are seeking a highly organized, professional, and discreet Executive Assistant to provide dedicated support to the Founder and President. This is a dynamic, hands-on role that requires exceptional attention to detail, sound judgment, and the ability to manage a wide range of personal and professional responsibilities in a fast-paced environment.

Key Responsibilities

• Calendar Management:
• Proactively manage the President’s schedule with efficiency and foresight.
• Travel Coordination: Handle all aspects of travel planning including price comparisons, bookings, check-ins, e-upgrade monitoring, boarding pass printing, and real-time updates on flight status.
• Communication Management:
• Screen and monitor incoming calls, manage the President’s email inbox, update personal contact lists, and prepare correspondence and dictation.
• Personal Assistance: Attend to personal matters for the President and family members with discretion and care.
• Office & Administrative Support:
• Coordinate corporate meals, meetings, and events (e.g., Christmas lunch, corporate gifts, farewell parties).
• Filter and share relevant newspaper articles.
• Maintain electronic and physical filing systems.
• Oversee petty cash.
• Prepare onboarding materials for new hires (access cards, email lists, phone lists, floorplans, etc.).
• Errands & Daily Support:
• Ensure breakfast and lunch are arranged daily for the President.
• Track donation activity and upcoming renewals (passports, Nexus, flight passes).
• Provide additional administrative and operational support as needed.

Qualifications

• 5+ years of executive support experience, ideally supporting C-level leadership.
• Exceptional organizational and time management skills.
• High level of discretion, professionalism, and judgment.
• Strong written and verbal communication skills.
• Proficient with Microsoft Office Suite and general office technology.
• A proactive, service-oriented approach with the ability to anticipate needs.
• Ability to work full-time onsite in a fast-paced, professional environment.
• Able to manage multiple tasks and deadlines.

$65,000 - $75,000 a year